Tasks
A "task" represents any action that you want to capture and track. This could be generated from any form answer that requires follow-up.
Search for a task | Add a new task | Add assignees | Add associated records | Add correspondence | Manage tasks | Close a task | Related topics
-
Expand "Tasks" on the sidebar navigation.
-
Select one of the list options:
-
"My Tasks" will display the list of tasks that are assigned to you.
-
"All Open" will display the list of all the open tasks assigned to anyone.
-
"Unassigned" will display the list of tasks that do not have an assignee.
-
"Search" will display the full list of every task.
-
Search for a task
Tips for searching
-
Enter text into the Search box to see results dynamically update.
-
Expand the "Data Filters" section to limit the results based on specific fields. Select "Refresh List" to load an updated list; alternatively, select "Reset" to clear all of the filters.
-
Select columns headers to sort that field alphabetically.
-
Expand the "Task" menu on the sidebar navigation.
-
Select "New" to add a task.
-
Populate the fields. Data fields with an asterisk (*) are required.
-
Select "Save" upon completion.
Add a new task
Create New Task
Populate the following fields:
-
Type*: Select the type of task.
-
Priority*: Select the priority of the task.
-
Status*: Defaulted to New. (Change the status when tasks are no longer new.)
-
Summary*: Enter the brief summary of the task.
-
Assignee*: Select the person who is the primary assignee for the task.
-
Description: Enter the detailed description of the task.
-
Due On: Select the date this task is due.
-
Tags: Enter keywords to quickly describe the task. Tags are included in search results. To enter multiple tags, press Enter after each tag.
-
Comments: Enter your comments or notes for the task. Comments are intended for your internal use.
Task assignees are responsible for completing the task.
If you have just finished adding a new task, skip to Step 5.
-
Expand "Tasks" on the sidebar navigation.
-
Select one of the list options:
-
"My Tasks" will display the list of tasks that are assigned to you.
-
"All Open" will display the list of all the open tasks assigned to anyone.
-
"Unassigned" will display the list of tasks that do not have an assignee.
-
"Search" will display the full list of every task.
-
-
Locate the task record.
-
Select the View/Edit button for the desired task.
-
Select the "Add" button in the Assignees section.
-
Populate the fields. Data fields with an asterisk (*) are required.
-
Select "Save" upon completion.
Add assignees
Assign Task to Contact
Populate the following fields:
-
Assignee*: Select the contact that is assigned to this task.
-
Role*: Select the role of this assignee for this task.
Associations allow you to link records in various combinations to capture relationships.
If you have just finished adding a new task, skip to Step 5.
-
Expand "Tasks" on the sidebar navigation.
-
Select one of the list options:
-
"My Tasks" will display the list of tasks that are assigned to you.
-
"All Open" will display the list of all the open tasks assigned to anyone.
-
"Unassigned" will display the list of tasks that do not have an assignee.
-
"Search" will display the full list of every task.
-
-
Locate the task record.
-
Select the View/Edit button for the desired task.
-
Select the "Add" button in the desired Associated section.
-
Populate the fields. Data fields with an asterisk (*) are required.
-
Select "Save" upon completion.
Add associated records
Task associations can be created with assets or documents. Associations can be created at either record. When parent-child relationships exist, ensure your primary record, secondary record, and association type are correct. Here are common uses of association records.
-
Associated assets capture which assets are associated with this task. Associate one task with multiple assets only when a single task will meet the task requirements for all associated assets; do not associate a task with multiple tasks if there are multiple tasks required.
-
Associated documents capture the task-supporting documents, such as permits, photos, or inspection logs.
-
Expand "Tasks" on the sidebar navigation.
-
Select one of the list options:
-
"My Tasks" will display the list of tasks that are assigned to you.
-
"All Open" will display the list of all the open tasks assigned to anyone.
-
"Unassigned" will display the list of tasks that do not have an assignee.
-
"Search" will display the full list of every task.
-
-
Locate the task record.
-
Select the View/Edit button for the desired task.
-
Select the "Add" button in the Correspondence section.
-
Populate the fields. Data fields with an asterisk (*) are required.
-
Select "Save" upon completion.
Add correspondence
Create New Correspondence
Populate the following fields:
-
Date*: Enter the date and time of the correspondence.
-
Type*: Enter the type of correspondence (e.g., Phone, Email).
-
Contacted By*: The name of the person that initiated the correspondence.
-
Description: The description of the correspondence.
-
Expand "Tasks" on the sidebar navigation.
-
Select one of the list options:
-
"My Tasks" will display the list of tasks that are assigned to you.
-
"All Open" will display the list of all the open tasks assigned to anyone.
-
"Unassigned" will display the list of tasks that do not have an assignee.
-
"Search" will display the full list of every task.
-
-
To the right of each record, under the Actions menu, you may:
-
View detailed information or edit the task.
-
Open the task in the explorer view to visualize associations.
-
Delete this task and all associated data.
Manage tasks
-
Expand "Tasks" on the sidebar navigation.
-
Select one of the list options:
-
"My Tasks" will display the list of tasks that are assigned to you.
-
"All Open" will display the list of all the open tasks assigned to anyone.
-
"Unassigned" will display the list of tasks that do not have an assignee.
-
"Search" will display the full list of every task.
-
-
Locate the task record.
-
Select the View/Edit button for the desired task.
-
Select the "Close" button in the top right corner. This will set the Closed Date to today and the status to "Closed".
Close a task
Re-open a closed task by clearing the "Closed On" date. Be sure to update the task status to ensure the two values agree.